Job Overview
Position Summary
We are seeking a highly organized, dependable, and detail-oriented Office Manager to oversee the day-to-day operations of our small office in Scottsdale Airpark. This position is responsible for ensuring the office runs efficiently while providing administrative, bookkeeping, payroll, and operational support to company leadership and a small team of employees.
The ideal candidate is a self-starter who enjoys wearing multiple hats, can work independently with minimal supervision, and maintains the highest level of professionalism and confidentiality. This role requires strong organizational skills, attention to detail, and the ability to prioritize multiple responsibilities in a fast-paced environment.
Responsibilities
- Manage the daily operations of a small office with a few employees.
- Maintain an organized, efficient, and professional office environment.
- Serve as the primary point of contact for office operations, vendors, deliveries, and general administrative matters.
- Answer and direct incoming phone calls while providing excellent customer service.
- Manage office correspondence, emails, filing systems, and confidential records.
- Prepare, edit, and format documents using Microsoft Word.
- Create and maintain spreadsheets, reports, and financial records using Microsoft Excel.
- Manage calendars, schedule meetings, and coordinate appointments as needed.
- Order office supplies and coordinate equipment maintenance and vendor services.
- Process payroll and maintain accurate payroll records.
- Perform bookkeeping duties, including account reconciliation and general accounting support.
- Gather, organize, and maintain financial records and supporting documentation for the company's accountant, including payroll information, vendor records, bank statements, and tax-related documents.
- Coordinate with the company's accountant to ensure timely submission of information for monthly, quarterly, and year-end financial reporting and tax preparation.
- Maintain employee records and assist with onboarding paperwork and other administrative personnel functions.
- Accurately enter and verify data using strong typing and 10-key skills.
- Assist with special projects and perform other administrative duties as needed.
Qualifications
- Minimum of five (5) years of Office Manager or related administrative experience.
- Experience managing a small office environment.
- Experience processing payroll and maintaining payroll records.
- Bookkeeping and general accounting experience required.
- Proficiency in Microsoft Word, Excel, and Outlook.
- Advanced Microsoft Excel skills are highly preferred.
- Experience with Quicken and QuickBooks is a plus.
- Excellent typing and 10-key by touch skills.
- Strong organizational, time management, and problem-solving abilities.
- Excellent written and verbal communication skills.
- Professional phone etiquette and strong customer service skills.
- Exceptional attention to detail and accuracy.
- Ability to work independently, prioritize tasks, and meet deadlines.
- Ability to maintain strict confidentiality with employee and financial information.
Preferred Qualifications
- Experience working with accountants, CPAs, or payroll systems.
- Experience in the real estate, escrow, construction, or property management industries.
- Knowledge of bookkeeping, office accounting procedures, and financial reporting.
- Experience supporting a small business environment.
What We're Looking For
We're looking for a dependable, proactive professional who enjoys managing the day-to-day operations of a small office and takes pride in keeping everything organized and running smoothly. The ideal candidate is flexible, resourceful, and comfortable handling a wide variety of administrative, financial, and operational responsibilities.
You'll play an important role in supporting our leadership team, maintaining confidential financial and employee records, coordinating with our accountant, processing payroll, and ensuring the office operates efficiently. If you're an experienced Office Manager who enjoys working independently in a collaborative small-business environment, we'd love to hear from you.
Pay: $30.00 per hour
Work Location: In person
